CouncilPapers.

When you need a new version

Once an agenda has been committed it cannot be edited directly. If you need to make changes — whether to body text, item titles, or the item list — you must create a new version by cloning the committed agenda.

Before creating a new version, decide which type you need:

The Minor Version is intended to allow you to make changes to the Agenda after the statuatory publication date has passed. You can or remove information from items, but you cannot change the overall Agenda Titles.

The Major Version allows you to make substantial changes to the Agenda prior to the statuatory publication date, or to make essential edits such as removing confidential or legally sensitive items.

Steps

1. Go to the View Meeting page for the relevant meeting.

2. Click + Create Agenda.

3. Under Clone Agenda from This Meeting, select the version you want to clone using the radio button. The existing committed version is listed here with its version number and creation date.

4. Under Version Type, select Minor Version or Major Version as appropriate. The description beneath each option explains what each allows.

5. Optionally add a Note to describe why this version is being created — for example, "Minor version to add late contractor quote to Item 6". This note is visible to staff only and appears in the agenda version history.

6. Click + Create Agenda. You are taken back to the View Meeting page, where the new version appears in the Agendas table alongside the existing one. The table shows each version's number, creation date, status, and which version is currently live — indicated by a tick in the Live column.

7. Click into the new version to open the agenda building page and make your changes.

8. When your changes are complete, commit the new version by clicking Commit Agenda.

After committing the new version

Committing the new version does not automatically make it the live version. The original version remains active and visible to councillors and the public until you explicitly switch.

To make the new version live, return to the View Meeting page and click Change Active Agenda below the Agendas table. Select the version you want to make live. The tick in the Live column will move to the newly activated version.

This is the most common source of confusion with versioning. If councillors are still seeing the old version after you have committed the new one, it is almost certainly because this switch step has not yet been done.

See Publishing and switching versions for the full switching procedure.

What is restricted in a Minor Version

In a Minor Version the following are disabled:

• Editing item titles
• Adding new items
• Deleting items

All other editing — body text, internal notes, tags, papers and annexes, confidentiality flags — is available as normal.